Office Assistant Senior

Macomb County Government

1d

About The Position

Performs a variety of clerical and/or accounting duties, which require an understanding of departmental operations, a high degree of accuracy and independent judgment.

Requirements

• High school diploma or GED equivalent
• One (1) year of office clerical work experience
• Possession of a valid Michigan driver’s license and operable, insured automobile for authorized travel
• Knowledge of: Modern office procedures and methods
• Various and specialty designated data processing/computer systems and applications for office administration across many departments in the County
• Principles and practices of basic bookkeeping and invoice processing
• General clerical/administrative support and secretarial processes common to office administration
• Accounts receivable and payable procedures
• Payroll processing and timekeeping
• Manual and electronic filing and record keeping procedures and retention schedules
• HIPAA and other laws or County policies for maintaining record confidentiality
• County, State of Michigan and department policies and practices for ordering and maintaining inventory of necessary supplies for daily office/clinic or department operation
• A variety of programs eligibility, enrollment and verification policies and practices
• Database applications and report writing, data mining and collection for operational review (Financial/Electronic Medical Records, Court Case Management and others)
• Skill in: Interpersonal skills necessary to develop and maintain effective and appropriate working relationships with staff and the public
• Providing customer service to internal and external customers via phone, email and in person
• Performing a variety of duties, often changing from one task to another of a different nature
• Performing somewhat complex mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratios
• Organization and time management
• Operating personal computers with current versions of office efficiency software and applications
• Performing data entry to multiple types of database applications for registration, enrollment, service provision, billing, inventory and statistical review and reporting
• Assigning, prioritizing, monitoring, and reviewing work assignments
• Ability to: Collaborative: Approaches all situations with a teamwork and solution focused mindset demonstrated through active participation in meetings, volunteering to assist teammates and other departments as appropriate. Examples include participation in internal and external committees, subcommittees, process improvement groups or other multi-organizational initiatives
• Accountable: Takes ownership and empowers others to do the same as evidenced by identifying solutions and acting on job responsibilities and organizational objectives, daily
• Respectful: Treats people with dignity while honoring individual differences demonstrated through use of positive and encouraging statements and/or interactions to, about and/or with colleagues and persons served; evidenced by supervisor observation, feedback from other department staff and leadership
• Engages effectively with diverse communities; interact with people in an inclusive manner that respects cultural and socio-economic differences
• Work in an environment which embraces the county’s Dignity Campaign
• Effectively speak, write and understand the English language
• Understand and carry out oral and/or written instructions
• Accurately organize and maintain paper documents and electronic files
• Maintain the confidentiality of information and professional boundaries
• Take initiative and work independently
• Provide excellent customer service to both internal and external customers with tact and courtesy
• Meet schedules and deadlines of the work
• Perform moderate level clerical/administrative related duties with a high degree of accuracy
• Lead and train staff and coworkers
• Learn new policies, practices and procedures
• Read and understand laws, rulings and other published guidance
• Handle, process and account for large sums of cash/money
• Understand and follow complex registration, eligibility and enrollment guidelines

Nice To Haves

• Associates degree or higher
• Three (3) or more years of office clerical, bookkeeping or accounting related work experience
• Effectively speak, write and understand a language other than English is preferred

Responsibilities

• Determines eligibility for programs funding in following policies and program directives.
• Performs data entry for record keeping, tracking, registration, inventory and ordering.
• Maintains inventory of perishable/non-perishable supplies and materials.
• Updates and maintains computer records at the office, County and State of Michigan level.
• Processes invoices as accounts payable/receivable, prepare and submit requests for payment of invoices and post payments entries.
• Answers procedural questions regarding various departmental functions, duties, actions and procedures, schedule appointments, set court dates, etc.
• Assists customers in person, online or over the telephone.
• Receives (cashier), process and deposit payments/money for fees, fines, assessments, permits, tax payments, prepare and make daily bank deposits, etc.
• Performs bookkeeping to balance accounts, requests check, make journal entries, maintain spread sheets, etc.
• Prepares a variety of documents and correspondence using personal computers, printers, email, and other electronic means for Department Heads, Elected Officials, Managers, Supervisors and others.
• Operates a variety of computer database software programs required for efficient operation of services.
• Manages and accounts for petty cash operations.
• Arranges Interpreter Services, coordinate scheduling and process billing arrangements.
• Enters payroll data, run verification reports, split time to multiple funding sources.
• Audits accounts (internal/external), verify debits/credits, apply appropriate adjustments and update account status.
• Operates an automobile to perform assigned job functions. (if applicable)
• Performs related duties as assigned.

Benefits

• As part of our total benefit package, Macomb County proudly offers medical, dental, and vision coverage, with no monthly premium to employees for single, two (2) person or family coverage. Health care, dental and vision benefits are effective the first day of employment.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees